LEGAL SECRETARY II

Onondaga County Health Department; New York (NY); On-site; USD 45,000 - 55,000; Full time

Job summary

A public health agency in New York seeks a Legal Secretary II to support the Law Department. Responsibilities include preparing complex legal documents, maintaining files, answering calls, and supervising clerical staff. Applicants must possess strong knowledge of legal terminology and software, along with relevant educational qualifications. This role requires excellent organizational skills and the ability to work effectively with attorneys and the public.

Qualifications

• 1 year of permanent competitive class status in Legal Secretary I.
• 1 year work experience in a legal environment, including document handling.
• Graduation from a regionally accredited institution.

Responsibilities

• Prepare and type legal correspondence and documents.
• Maintain confidential and general office files.
• Answer calls, schedule meetings, and greet visitors.
• Supervise clerical staff and coordinate their activities.

Skills

Thorough knowledge of legal terminology

Good knowledge of word processing software

Ability to prepare complex legal forms

Ability to supervise and train clerical employees

Strong communication skills

Education

Bachelor's degree in a legal field

Associate's degree in a legal field

Tools

Word processing software

Job description

The work involves responsibility for the performance of secretarial functions and complex legal clerical tasks designed to support the operation of the Law Department or District Attorney’s Office. This title differs from Legal Secretary I by virtue of its responsibilities for frequently exercising independent judgment and decision making, supervising other clerical employees, and processing the more difficult and technical documents. An employee in this class trains clerical staff in the use of office equipment, work procedures, and secretarial practices. Supervision may be exercised over a small number of clerical employees. General supervision is received from an attorney or administrator. Does related work as required.

TYPICAL WORK ACTIVITIES

Prepares and types the more difficult legal correspondence, briefs, petitions, statements, reports, and various other legal documents.

Maintains confidential, litigation, and general office files.

Proofreads completed work to ensure quality and accuracy.

Answers telephone calls, takes messages and responds to requests for routine information in accordance with departmental procedures.

Schedules meetings, hearings, and court dates for attorneys and maintains appointment calendar.

Assembles supportive materials and documents to be used for research and the preparation of legal papers.

Coordinates the activities of other clerical personnel to ensure timely completion of work.

Acts as receptionist for attorney, greeting visitors and scheduling appointments.

Prepares complex legal forms and memos.

Performs related clerical duties.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Thorough knowledge of legal terminology, the general course of legal proceedings, and legal forms.

Thorough knowledge of law office practices and procedures.

Good knowledge of the functions and capabilities of word processing equipment and software for legal documents.

Ability to understand and carry out complex written and oral instructions.

Ability to establish and maintain effective working relationships with attorneys, clients, other employees, and the general public.

Ability to supervise and train clerical employees.

Ability to prepare complex letters, memoranda, and legal forms independently.

MINIMUM QUALIFICATIONS

Promotion

• One (1) year of permanent competitive class status in the title of Legal Secretary I.

Open Competitive

• Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Bachelor’s degree and one (1) year of work experience, or its part time equivalent, in a legal environment, which must have included typing or word processing of letters and documents, or one (1) year of work experience which included reviewing and processing legal documents such as contracts; or,
• Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s Degree and two (2) years of work experience, or its part time equivalent, in a legal environment, which must have included typing or word processing of letters and documents, or two (2) years of work experience which included reviewing and processing legal documents such as contracts; or,
• Four (4) years of work experience, or its part time equivalent, which must have included typing or word processing of letters and documents, one (1) year which must have been in a legal environment or one (1) year of work experience which included reviewing and processing legal documents such as contracts; or,
• An equivalent combination of education and experience as described in A, B or C.